Linklaters specializes in advising the world's leading companies, financial institutions and governments on their most important and challenging transactions and assignments.
With offices in major business and financial centers, we deliver an outstanding service to our clients anywhere in the world.
We are a people business. Being best in class in the eyes of our clients means that our people must be exceptional.
We look not only for brilliant minds, but for people who will thrive in our environment - people who love working collaboratively and demonstrate the innovative, efficient, agile, entrepreneurial and responsible mind-set we aim to bring to every interaction.
We respect and value difference but insist on inclusivity. We celebrate all aspects of diversity and challenge any form of bias, because we want everyone to feel that they belong. This is vital to our ability to work as one team, with a common mind-set.
This role will provide administrative support to the Operations Manager. Responsible for handling all day-to-day facilities issues including direct liaison with clients, vendors, security and building management as well as maintaining the overall integrity and operational functionality of the office.
Premises Support

• Maintain and monitor internal HVAC system via BMS module. Adjust vents, review set points, clear system alarms. Escalate issues as needed. Maintain accurate records.
• Liaise with the building management on heating, cooling, and lighting.
• Perform regular inspections of camera and video feeds, and card readers
• Perform regular inspections of the client space (doors, bathroom sink batteries, furniture, and fixtures) and escalate to Office Supervisor for resolution. Maintain accurate records. Perform minor repairs whenever possible.
• Respond to employee facility related requests - temperature, lights, office supplies, etc.
• Perform bi-weekly water refresh on bathroom sinks in concourse level
• Coordinate with Building Management on any issues relating to janitorial services, security, freight
• Liaise with Building Management for the timely filing of COI documentation for all vendors
• Coordinate, participate and assist in all office moves, maintain office name tags
• Review the "Free Office" file daily. Prepare space for new joiners and/or refresh offices after leavers.
• Install white boards as needed. Assist with picture hanging when possible.
• Maintain facilities floor plans ensuring the locations convectors, fire extinguishers are up to date
• Assist Account Manager with overall maintenance of offices and ad hoc/special administrative projects in support of client initiative
• Develop and maintain relationships with vendors

Document Management

• Ensure the accuracy of facilities related documents in Doc Explorer e.g., vacant office list, Business Continuity plan, Health & Safety policy, and Emergency Procedures
• Update extension list and floor plans ensuring all information is accurate
• Compile Operations Requests and coordinate the timely response from appropriate parties. Perform follow up to ensure request were addressed and client is satisfied
• Administer the new joiner and leaver process and coordinate services with appropriate parties to ensure a smooth transition
• Coordinate building ID and floor passes for new joiners to the office

Finance

• Check invoices are in accordance with project quotes prior to recommending for payment
• Code and process bills related to the Operations function e.g., rent, cleaning, electrical and service vendors
• Receive and verify invoices for goods and services
• Liaise with Finance department to confirm payment of vendor invoices, while taking necessary steps to ensure bills are received and paid in a timely fashion
• Work with Head of Operations to produce an annual list of potential "planned maintenance" projects with outline budgets

Booking Office Support

• Supervise Booking Office in the absence of the Booking Office Assistant by utilizing the CABS room booking system to manage all booking office duties as required
• Monitor AV and IT facilities available within the meeting rooms to help respond to client requests.
• Monitor catering staff to ensure they adhere to our standards of quality, consistency, and presentation. Where necessary document issues and raise with the Chef Manager and Client Services Advisor

Reception Supervision

• Supervise Reception, Catering teams and provide support
• Be aware of security issues and follow up Operations Manager
• Act as a liaison point between the Catering, IT and Front of House teams ensuring proper coordination of services takes place
• Provide visitor access information to building security

Characteristics, Skills & Experience required:

• High School diploma or GED required
• Minimum of 2-3 years of work experience in the field of facilities, property management or building operations and/or customer service
• Knowledge and understanding of BMS/HVAC systems
• Dependable and reliable
• Good written and verbal skills
• Proven customer service skillset Proficient Microsoft Office (Word, PowerPoint, and Excel), including Outlook email and calendar
• Experience in navigating a high-profile, high-paced environment
• Ability to problem solve, rationalize and mitigate/manage obstacles presented
• Ability to work overtime as needed
• Ability to handle sensitive and/or confidential information
• Proven ability to multi-task, meet deadlines and complete projects in a timely manner
• Demonstrate initiative and proactive thinking
• Ability to work well with others in a team atmosphere
• Always maintain a professional appearance and high-level customer service mindset
• Must be handy and familiar with basic tools, i.e., power drill, screw drivers, power tester

Compensation & Benefits
The base salary range offered for this role will be between $60,000 and $70,000 and represents the firm's good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate's relevant experience, performance, qualifications, degrees and location, as well as the needs of the firm.
The total compensation package for this position may include overtime pay, discretionary bonuses and other benefits.
Technical Skills:
This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.